The Temporary Department Assistant will support three degree-granting programs, Visual Arts (MFA degree), Cinema and Media Studies (PhD), and East Asian Languages and Civilizations (PhD). This is a temporary position to support the departments while there is a search to replace the upcoming vacancy. It is anticipated the temporary position will continue anywhere between three-to-six or eight weeks.
Responsibilities: (include all or a combination of the following)
Organize, make copies of and distribute documents, and provide overall administrative support for the faculty search process.
Provide administrative support as needed for the graduate degree application process.
Process expense reimbursements
Respond to inquiries from current or prospective students whether via phone, in person, or via email.
Maintain calendars, order office supplies
Make occasional updates to the website
Assist with events either by organizing the venue, contacting attendees, or working with vendors.
Other duties as assigned.
The competencies which follow are required:
Ability to have a basic understanding of the intellectual configuration for the different scholarly sub-disciplines represented in the department and throughout the Division.
Ability to adapt to multiple supervisory styles.
Ability to compose original communications in English that are accurate, concise, and which exemplify the professional discourse of the Division and Departments and contribute to their reputation.
Ability to edit and proofread documents in English at a high level.
Proficiency with Microsoft Word, Excel, Outlook, and a capacity to learn new database/reporting software.
Ability to track and manage finances using appropriate software and keep records current.
Basic math proficiency.
Ability to process expenses.
Ability to edit or proofread various types of communications pieces.
Ability to update a website.
Ability to recognize factors that influence the particular project at hand.
Ability to solve problems effectively.
Ability to meet deadlines and complete work on time.
Attention to detail and ability to be accurate.
Ability to keep tasks and documentation organized.
Ability to work autonomously while also taking direction.
Ability to take direction from faculty supervisors.
Ability to set and adjust to changing priorities.
Ability to maintain confidentiality.
Being of service within a team environment.
Ability to interact with others in a positive and supportive manner.
Ability to work an infrequent evening or weekend.
The competencies which follow are preferred:
Familiarity with the field of art history, as well as the ability to contextualize images in a historically and aesthetically appropriate way are highly preferred.
Knowledge of Mac computers, Photoshop, InDesign, and Drupal preferred.
Competencies in flexibility, team building, self-direction, multi-tasking, and negotiating preferred.
Familiarity with the University and city of Chicago preferred.
Additional Job Description:
Education, Experience, and Certifications:Education:High School degree required, Bachelor's degree preferred. Experience:At least two years of progressively responsible administrative experience preferred. Experience managing multiple responsibilities simultaneously required. Experience editing and proofreading material written by self or by others required. Experience working with MS Word, Excel, relational databases, standard e-mail, and Internet applications required. Experience working for multiple supervisors preferred. Experience working with graphic design programs and web maintenance skills preferred. Experience working in office administration strongly preferred. Experience working in higher education support services, particularly in a degree-granting unit, preferred. Experience organizing events preferred. Working Conditions and Physical Requirements:Ability to stand or sit for 2 to 4 hoursAbility to push carts weighing 25 to 49 poundsAbility to walk up to 5 flights of stairsAbility to walk to several on-campus locationsAbility to use work station and equipmentRequired Documents:To be considered, applicants are to attach the following documents: Cover letter which is to include your interest in this position. Resume List of references Other: A response to the following question: One of the challenges of this position is to manage several details simultaneously. What methods do you use in order to juggle many responsibilities while maintaining accuracy and meeting deadlines? Please describe a specific situation. Also, please describe what you would do if you were not able to meet a deadline.
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